| Co. Registration No: 199804415D | Tel: (65) 6295-1998 ... User Manual.pdfplease ignore this part. 8 types (D1 to D8) of daily-rated workers are defined. The user may choose to set

| Co. Registration No: 199804415D

| Tel: (65) 6295-1998 | Fax: (65) 6295-0998

| Address: 10 Jalan Besar, #14-01 Sim Lim Tower Singapore 208787

1 | P a g e

Contents Page

1 Installation 3

2 Launching Timespay 8 7

3 Company Setup 17

4 Payroll Setup 24

5 Leave Setup 38

6 HR Setup 48

7 Payroll Procedure 72

8 Update Employee 73

9 Leave Application 93

10 Claim Record 97

11 Process Payroll 106

12 Modify Record 119

13 Payroll Reports 125

14 Report Writer 137

15 Query 142

2 | P a g e

TIMES SOFTWARE

Times Pay 8.0/ Netsublicense

It is a Windows-based integrated payroll and human resource management system. It

is cost-effective and designed with robust functionality and performance. It is user

friendly and flexible, allowing payroll to be done according to the countries’ local

authorities requirements.

TIMES PAY 8.0/ Netsublicense manages a wide variety of payroll activities from

simple straightforward deduction categories to complex, multi-company payrolls.

It tracks all employee data related to payroll processing, print pay-slips and generates

a wide array of standard and statutory government reports to satisfy your monthly,

quarterly and annual processing requirements. You can maintain full employee details

including staff transfers, job and pay histories.

3 | P a g e

1. INSTALLATION

This section provide steps to install Timespay 8.0/ NETSUBLICENSE application.

INSTALLTION PROCEDURES:

1) Activate the installer

provided.

2) Please wait for a few

seconds. The installer will

perform an auto run and

the following screen will

be prompted.

3) Click Next > button to

initialize the installation

4) Select Complete and click

on Next > Button to

proceed.

4 | P a g e

5) The Destination Folder Screen will

be prompted. Select Next > button

to proceed, click on Change..

button to select the desired

location to store the application.

6) Click the Next > button and the

InstallAware Wizard will start to

run.

5 | P a g e

7) Next, the Sentinel System

Driver- InstallShield Wizard

page will be prompted.

Click on Next > button to

proceed.

8) On the License Agreement

screen, select option: I accept

the terms in the license

agreement. Click on Next > to

continue.

9) Under Setup Type select

Complete and click on Next >

to continue

6 | P a g e

10) Click on Install to proceed.

Once installation is complete,

system will prompt the

InstallShield Wizard Completed

page. Click on Finish button.

11) Lastly, Click on Finish button to

complete the installation

7 | P a g e

2. LAUNCHING TIMESPAY8/ NETSUBLICENSE APPLICATION

To launch TIMESPAY8/ NETSUBLICENSE, Double-click the shortcut icon.

Choose a company database in the company selection window and activate it by clicking the LOGON button.

Functions from the above window: Delete Button: To delete a selected database. New Button: To create a new company database. Save Button: To save a newly created database. Diagnostic Button: To restore or perform database backup. Logon Button: to login to selected database. Exit Button: To exit the program. System Info: Reflects software license information

8 | P a g e

IMPORTANT!

Here are some frequently asked question: How to create new database?

How to delete a database?

How to perform a backup?

How to restore database from backup?

How to login to the application?

Refer to the following pages to the respectively questions.

How many database can I create?

There is no limit to the number of companies that you can create as long you have

enough headcount purchased

How do I check the number of headcount purchased?

From the main screen it shows the number of licensed headcount purchased.

9 | P a g e

DATABASE CREATION PROCEDURES:

1. Click on New button.

2. Create Code and Company Name.

3. Click on Save button Create Company completed! message will be prompted click

on OK to proceed

Code

Limited to 8 alpha-numeric. Cannot delete after the code is created as it is for troubleshooting. Usually an abbreviation or initial of the database.

Company Name

Company Name as registered via ACRA.

1

2

3

10 | P a g e

DELETION PROCEDURES:

Please take note that only Master user can delete a database, please perform a backup

before deleting a database.

1. Make sure is

pointing to the

desired database

and click on

Delete button.

2. System will prompt

Warning message.

3. Select Delete Database button and key in Master password.

4. System will prompt a backup reminder, if the backup has been done prior to the deletion click on Yes to proceed, otherwise click on No to perform a backup.

1

11 | P a g e

5. Click on Yes and the database will be removed.

BACKUP PROCEDURES:

In order to perform a backup kindly ensure all application users logoff from the

application. If you have E-Module kindly stop eSolution before performing the

backup.

1. Click on Diagnostic

button.

2. Database Maintenance screen will be

prompted. Click on Backup.

3. System will prompt the Payroll Backup Utilities screen.

1

12 | P a g e

Filename: Shows where the backup will be saved. To change a location click on the

icon.

4. Click on START button to start the backup.

5. System will prompt the following screen as reminder to inform all user to logoff from

the system. Click on Yes if all users has logged off, otherwise click No and inform all

users to logout from the system.

6. System will start the backup.

4

13 | P a g e

7. Once backup it is completed, system will show Backup completed. Files compressed:

XXX files.

Please note that if system shows Backup completed. Files Compressed: 0 it

means that the backup is not completed.

RESTORATION PROCEDURES:

Please note that only Master user can perform restoration. Kindly perform a

backup prior to the restoration.

1. Click on Diagnostic

button.

1

14 | P a g e

2. Database Maintenance screen will be

prompted. Click on Restore.

3. System will prompt user to enter Master

password.

4. System will prompt a backup reminder. If the backup has been done, click on Yes to proceed, otherwise click on No to perform a backup.

5. System will prompt a warning. Click on Yes to

proceed.

15 | P a g e

6. Click on icon to select the file for restoration.Once the file is selected, system

will trigger the start button automatically.

7. System will prompt the following screen for confirmation. Click on Yes button to

proceed, and the restoration process begins.

8. Once restoration is

completed, system will

reflect the number of files

extracted and the

destination path selected.

16 | P a g e

LOGIN PROCEDURES:

1. Kindly ensure the indicator is pointing to the database and click on Logon.

User ID User’s ID - assigned by the system administrator.

Note: The default user ID is MASTER. A Master user has full access rights to the system.

Password User’s Password - assigned by the system administrator. Note: The default password is “1234”

Period Select period to process payroll Year & Month Eg: 201501

E / M Salary Payment mode – a) End-month pay (E) b) Mid-month pay (M)

Click on to access to the application.

Click on to cancel.

3

4

2

1

17 | P a g e

3. COMPANY SETUP

Company Setup stores company information and global formula used.

Company Profile Tab

In order for the system to generate the correct information to the bank or government

bodies (e.g. CPF and IRAS), information must be keyed into the Company Profile.

1

3

2

4

5

6 8

11 10

9

12

18 | P a g e

No Item Description

1 Company Company’s registered name

2 Co Registration No Company’s registration number

3 Address Company’s address

4 CPF A/C# Company’s CPF account number, without dash “-“

5 Income Tax A/C# Company’s Income Tax account number

6 Company Bank ID/ Branch/ Bank-AC#

Company’s bank account

7 CPF Voluntary A/C# Company’s CPF Voluntary account number if applicable

8 NSP Code If company deducts employee salary, use the system default code “NSP”

9 Date Format DD/MM/YYYY Note: Ensure that application date format syncs with OS. Go ‘Control Panel, Regional and Language Options, short date format.)

10 Link Leave to Modify Record?

If leave is maintained in the system, and when set to “Yes”, system will auto deduct when process payroll

11 Encashment Code/Rounding/ Method

Keep the default encashment code to “&ANL”. Select the appropriate rounding method.

12 Prorate Formula • Prorate for Hired or Terminated Employee? - Always ensure this is ticked to prorate new joiner or resignee •Formula: Select the appropriate method. •Method: Daily Rate * Days worked – calculation of salary based on daily rate. Day/Day Formulae * Base Salary – calculation of salary based on total days worked over total working days in that month.

Checked – Enables auto prompting for

confirmation due, birth date, employment pass

expiry date.

19 | P a g e

Misc. Parameter Tab

Hours/Day

SE – Salary Exempt: employees under this setting not entitle to overtime pay.

SN – Salary Non-Exempt: employees under this setting entitle to overtime pay.

D1 – D8 - Daily rated types. If you don’t have any daily-rated workers in your company,

please ignore this part. 8 types (D1 to D8) of daily-rated workers are defined.

The user may choose to set the numbers of working hours per day for each

type.

HR1- HR5 - Hourly rated types. If you don’t have any hourly rated worker in your

company, please ignore this part. 5 types (HR1 to HR5) of hourly-rated

workers are defined. The user may choose to set the numbers of working

hours per day for each type.

Hours Worked per year: Used for overtime salary computation.

20 | P a g e

Select Formula

Daily Rate By - Select the daily rate formula

NPL Daily Rate By - Select the No Pay Leave formula

Absent Daily Rate By - Select the Absent leave formula

OT- Rate By - Select the overtime formula

Note: Choose OT rate formulae “Hours/Year” if the number of working hours per week is

unique in your company.

Example:

44 hrs per week

Hours Worked per year = 44 X 52 weeks = 2288 hrs

Enable NPL entry?

Tick to enable NPL-Day data input screen under Modified Pay Record

Enable NPL Hour entry?

Tick to enable NPL-Hour data input screen under Modified Pay Record

Enable Absent entry?

Tick to enable Absent-Day data input screen under Modified Pay Record

OT Rate Setup

Description: User to define description.

Factor: Overtime rate multiplying factor. (Factor can be changed)

Status: C – overtime computation based on the current basic pay

L – overtime computation based on the last basic pay before

the latest increment.

21 | P a g e

GRP? Tick to enable gross rate of pay computation – affects GRP items like:

E.g. Paid annual leave.

“Gross Rate of Pay” – GRP

GRP cover earnings, including allowances except overtime payments, annual wage supplement, travelling, food and housing allowances, reimbursements for special expenses, and productivity incentive payments.

- GRP is used to calculate payment in lieu of notice of termination, public holidays, salary cut for absence from work, annual leave, sick leave with hospitalisation and maternity leave.

CPF? - Select salary type for CPF computation (OW: Ordinary Wage, AW: Additional

Wage or None)

Tax? - Set the line number where this amount would be reflected in the IR8A form.

GRP? - Tick to enable gross rate of pay computation – affects GRP items like: (E.g. Paid

annual leave.)

NPL? - Tick if you want the OT payment to affect No Pay Leave deduction rate.

OT ceiling - User can define the OT ceiling as: none, basic plus allowances or basic only

OT Ceiling (Min) - Minimum basic wage for computing overtime pay.

OT Ceiling (Max) - Maximum basic wage for computing overtime pay.

Enable OT entry? -Tick to enable OT data input screen under Modified Pay Record.

Shift Rate Setup

SHIFT_DESC (Description): User defined description.

RATE: $/hr.


Wage or None)


GRP? - Tick to enable gross rate of pay computation – affects GRP items like (E.g. Paid

annual leave.)

NPL? - Tick if you want the SHIFT payment to affect No Pay Leave deduction rate.

Enable Shift entry? - Tick to enable shift data input screen under Modified Pay Record.

Average Shift Month - Current : Computation for shift allowances based on current month only.

- Last 1 to 6 months: Computation for shift allowances based on the average of months. This will reflect the average gross rate pay for the last 6 months in your Gross Rate Report.

22 | P a g e

Rest Day/Public Holiday Setup

Description - User defined description.


Wage or None)


OT? - Tick if you want the Rest Day payment to affect OT rate.

NPL? -Tick if you want the Rest Day payment to affect No Pay Leave deduction rate.

Enable Rest day entry? - Tick to enable Rest day data input screen under Modified Pay

Record.

Prorate Allowance Tab

This feature allows users to prorate recurring allowances.

23 | P a g e

Fixed allowance(s) that needs to be pro-rated for newly hired or terminated staff will have

to be declared under Prorate Allowance.

Prorate Formula: Formulae to be used for prorated wages.

[NPL/ABSENT Day Formula] - Use Fixed Amount from update Employee Record?

-Tick to use Fixed amount for NPL/Absent day computation. i.e. no prorate.

[GRP Formula] – Use Fixed Amount from update Employee Record? -Tick to use Fixed amount for GRP computation. i.e. no prorate.

To prorate an allowance, press the INS (Insert) button on your keyboard.

Code - Select an allowance code.

Description - Description of the selected allowance.

NPL - Tick on NPL to prorate allowance when there is NPL taken.

Absent - Tick on Absent to prorate allowance when Absent leave is taken.

Annual - Tick on Annual to prorate allowance when Annual leave is taken.

Sick - Tick on Sick to prorate allowance when Sick leave is taken.

OT Capping

OT Capping is used when different OT Ceiling Formula is used for different group of

employees. (For example: workmen and non-workmen)

Here are the examples of the different types of OT Ceiling Formula.

‘Fix Rate’ used under OT Ceiling Formula.

e.g. CLASS1 for Fixed Rate and the amount ($20).

‘Basic & exclude Allw Subj OT’ used under OT Ceiling Formula.

e.g. Min OT Ceiling 600 and Max OT Ceiling 1500.

Sample of creating Workmen and Non-Workmen class code.

24 | P a g e

4. PAYROLL SETUP

Payroll setup contains system code settings. User can go under payroll setup to view

CPF/ FWL rates or create new codes (Eg. Department/Occupation code) in the system.

Pay Period (Pay Group)

User may define different pay groups with a variety of working patterns. Salaries of the

employee in the pay group, will be calculated based on the working pattern set in that

group.

NOTE:

A pay group is a template used to generate the working formula, pattern and calendar for

an employee. The employee record contains a working calendar and salary computation

formula.

Example of

Pay Group:

5 Day-work

week, 5 ½ Day

workweek or

5½ Day with

alternating

Saturday.

Pay Group - To specify the pay period cut-off date. Users can define one or more pay-

group.

Global Weekly Setting - To define working pattern of the company.

Daily Rate Formula - To specify the Formula used in computing the daily rate of a

monthly rated employee.

NPL Rate Formula - Formula used in computing no pay leave deduction.

OT Hour Formula - Formula used in computing overtime pay.

25 | P a g e

Click to generate employee’s working calendar pattern for the entire

year.

Click to create new working calendar after “Global Weekly Setting”

has been modified.

Click to recount the number of working days for a selected individual

pay period.

IMPORTANT!

When a new employee record is created the default pay group assigned to the

employee is: “STD” (Standard).

CREATION PROCEDURE:

1) Click the New button.

2) Type in a new pay group name in this field.

3) Set the weekly pattern using a two/four week schedule.

4) If “Is alternate Saturday?” is ticked, only the 1st week’s Saturday work pattern is considered ‘FULL’ and 2nd Week’s Saturday is ‘OFF’ subsequent Sat are alternated for the rest of the month.

5) Click the Save button to generate the work pattern for the whole year and save the

new pay group.

Community Funds/SDF

The various community fund contributions and skill development levy setting is reflected

on the table.

26 | P a g e

IMPORTANT!

SDL is not payable for the following employees:

An employee who is a domestic servant, chauffeur or gardener wholly and exclusively employed by an individual otherwise than in connection with that individual’s trade, business, profession or vocation. An employee who does not render any services in Singapore in relation to a month. This excludes employee who is on leave for that month that is arising from his or her employment in Singapore

27 | P a g e

CPF Tables

All entries in the CPF tables are for reference purpose. Times Software Pte Ltd will provide an update based on local authority’s regulations in the event if there are any changes.

Bank Codes

Users may define a new bank detail whenever necessary.

28 | P a g e

IMPORTANT!

How to create a new bank code

CREATION PROCEDURE:

1. To create a new bank code, click on ‘Ins’ (Insert) button on the keyboard or by

Double Clicking.

2. After modifying or adding bank details, click on Close button and click Yes to save.

DELETION PROCEDURE:

Bank code that are tied to an employee cannot be deleted.

1. To delete a wrongly created bank code click on <F4> on the keyboard or by performing a Right Clicking.

Foreign Levy Table

Times Software Pte Ltd will provide an update based on local authority’s regulations in

the event if there are any changes.

However if there is a code that is not found in the table, user may update the table in

accordance to the local authority’s requirements.

29 | P a g e

IMPORTANT!

Part (1) refers to levy rate from Jan to Jun, Part (2) refers to levy rate from July to Dec.

CREATION PROCEDURE:

1. Double-click on any record field or press the <INSERT> key

DELETION PROCEDURE:

1. Press the function key <F4> or perform a right click on mouse button when the mouse pointer is on the selected record.

National Service Pay

NSP refers to National Service Pay.

The NSP setup table will show two default allowances generated by the system. You

can set whether you wish the NSP computation to include OT or Shift by indicating with

a tick in their check boxes. (Refer to diagram below)

You would need to define which allowances/payments are subjected to NSP so that the

NSP deduction can be computed automatically by the system.

30 | P a g e

Allowance/Deduction Table

Code - User-defined allowance and deduction code

(Code must be in CAPITALS and maximum 8 Alpha Numeric)

Description - Description of allowances and deductions to be displayed on payslip.

OT - If the option is ticked, the allowance/deduction will affect the computation for

overtime rate.

NPL - If the option is ticked, the allowance/deduction will affect the computation for NPL

rate.

GRP - If the option is ticked, the allowance/deduction will affect the computation for

gross rate of pay.

Note: GRP is used to calculate salary for public holidays, notice pay and other

approved paid leave (e.g. Annual leave, Maternity leave, Marriage leave) and

hospitalisation leave.

Please use the code BONUSP for any bonus that is paid this year but declared last

year.

IMPORTANT!

CREATION PROCEDURE:

Double click on any record field or hit on the ‘Ins’ (Insert) key.

DELETION PROCEDURE:

Press the function key <F4> or perform a right click on mouse button when the mouse pointer is on the selected record.

31 | P a g e

Other Code Table This is where users maintain and create all system codes.

Users can define all the above codes according to their own company

setting. For example, department code can be defined as follows:

32 | P a g e

Cost Centre Table

Cost centre table is mainly used for project costing.

Users can specify cost centres to which an individual employee belongs by percentage.

For example, employee belongs to two different cost centres, namely; 75% allocated to

cost centre 1 and 25% allocated to cost centre 2. Once the respective percentages have

been defined, the project costing report can be generated based on the specific

distribution.

ASSIGNING PROCEDURE:

1. Select the employee

2. Edit/modify the cost allocation (percentage) for each Cost Centre

3. Specify the starting period to apply the new/amended cost allocation.

4. Click on the Allocate button to assign the cost allocation for the entire service year from the period indicated.

5. Click the Save button to confirm the allocation and save the setting

33 | P a g e

IMPORTANT!

Clicking the Save button without clicking the Allocate button merely allocates the costing for that period. To get the cost centre report, please go to Payroll Reports, Advance Management Reports, look for Cost Centre Report.

Formula Setup

Any allowance/deduction can be defined with a formula based on the predefined fields

in provided in this setup.

For example

Meal allowance = number of working days of the pay period * $5.00

Assuming the code: MEAL is already assigned as an allowance type. You may now

assign a formula to that code.

34 | P a g e

Tips & Tricks

Codes with formulae assignment assumes the highest priority as compared to prorated

formula in the payroll process.

The following example performs rounding to the nearest dollar.

Eg. Gross Wages = VA16 = $699.00 Meal = $20

If you wish to round to the nearest cents use method 2

ASSIGNING PROCEDURE:

1. On the Formula Code, click the ellipsis button 2. Choose the desired code from the lookup table. 3. On the Formula Field, enter the desired formulae. (E.g. VA37*5 refers to Total Day Work * $5) After processing payroll, in the modify pay record.

The results is shown as follows:

VA37*5 = 20 * $5 = $100.00

Method Allowance

Code

FORMULAE Value shown

under modify pay

record

1 ALLW FLTROUND(((VA16 - <MEAL>)*0.1),0) 68

2 ALLW FLTROUND(((VA16 - <MEAL>)*0.1),2) 69.90

3 ALLW INT(VA16 - <MEAL>*0.1) 67

35 | P a g e

Salary Schedule

For company with fixed salary increment following a salary scale can use a salary schedule to perform global increment.

CREATION PROCEDURE:

1. Create salary scale code at <Payroll Setup><Others Code Table><Scale Code>.

Example: Create “Scale1” and “Scale2”

2. Proceed under <Payroll

Setup><Salary Schedule>. The following message will be prompted ‘Create Salary Schedule: SCALE2’. Click “Yes” to proceed.

3. In the Salary Scale table, under Salary range (scale) select ‘SCALE1’, enter the amount the number of years in the “Steps No#” field.

36 | P a g e

4. Then we need to Initialize Schedule. Go under Initialize Schedule Tab and click on Process button. ‘Initialize Salary Schedule for Year: XXXX’ message will be prompted. Click Yes to proceed.

5. Go under Schedule Tab to enter

Amount for each step.

37 | P a g e

6. Once the setup is done, proceed to <Update Employee> < Career>. Under Salary range (scale) input the salary scale and Salary Step input the service year of the employee, usually it starts from 1 which means refers to 1st service year then save the record.

When there is an annual increment, user just need to click new for new record and select the appropriate progression code, for example: AINCR. Select the Salary range (scale) and salary step according and saved. System will auto reflect the increment amount from Salary Scale Table.

Global Salary Increment 1. Ensure you have updated the “Salary

Range (Scale)” under

<Update Employee> <Career Tab>

2. Go under

<Payroll Setup><Salary Schedule>.

<Global Salary Increment Tab>

- Select Progression Code

- Set Increment effective Date and

Increment Paid date

- Set Schedule Year

- Under Option select ‘Update Career

Record’

- Click Process and system will

prompt:” Global Increment for the

year: XXXX”, select “Yes” to proceed.

Upon completion system will prompt

‘COMPLETED’, click on ‘OK’ button

to continue.

38 | P a g e

4. LEAVE SETUP

Leave Setup allows user to setup leave calculation and leave allocation to employees.

Leave Administration

Leave administration is where user setup leave proration, cut off method and setup

Public Holiday table.

Leave Cut Off Day in the Leave Administration to 99.00

Staff joins on or before the 15th of the month, the employee

is entitled to 1 service month however if the staff joins on or after 16th of the month, the

employee is entitled to 1/2 month, then the user will have to set the


Staff joins on or before the 15th of the month, the employee is entitled to 1 service month

however if the staff joins on or after 16th of the month, the employee is entitled to 0 month.


39 | P a g e

Staff would need to complete at for a minimum of 15 calendar day to be entitled to 1

service month.

Prorate Entitlement

Leave entitlement may be computed based on:

• Service Month

The employees’ leave entitlement will be prorated according to their service month and

leave cut off is based on the hired date anniversary. (If staff joined on or before the

15th of the month, the employee’s is entitled to 1 service month and if staff joins on or

after 16th of the month the employee is entitled to 1/2 the service month, then the user

will have to set the Leave Cut Off Day in the Leave Administration to 99.00).

Employee’s Hired Date: 1st June 2018

Leave Entitlement 1st Year 7 days, 2nd Year 8 days.

Leave entitlement for Year 2018 = (7 months/12 months) x 7 days = 4.08 days

Leave entitlement for Year 2019

= [(5 months/12 months) x 7 days] + [(7 months/12 months) x 8 days]

= 2.91 days + 4.66 days =7.58 days

• Service Month (Entitle in 1st month)

The employees’ leave entitlement will be prorated according to their service month but

they will be entitled to the full number of earned leave in the first month they joined the

company. The leave cut off is based on their anniversary.

• Full Entitlement

The employees’ leave entitlement will be prorated according to their service month but

they will be entitled to the full number of earned leave in the first month. Their full

number of leave entitlement will start from the 2nd year and the leave cut off for this

method is in December.


= (7 months/12 months) x 7 days

= 4.08 days (Full entitlement from the month of hired date)

Leave entitlement for Year 2019 = 8.00 days (Full entitlement from Jan 2019)

• Calendar Day

The employees’ leave entitlement will be prorated according to their hired date which

is on the calendar days (365 days) and the leave cut off is based on their anniversary.

Leave entitlement for Year 2018 = (214 days/365 days) x 7 days = 4.10 days


= [(151 days/365 days) x 7 days]+ [(214 days/365 days) x 8 days]

= 2.89 days + 4.69 days

= 7.58 days (Full entitlement in Jan 2019)

40 | P a g e

• Calendar Day – (Entitle in 1st month)

The employees’ leave entitlement will be prorated according to their hired date (by

calendar) but they will be entitled to the full number of earned leave in the first month

they joined the company. The leave cut off for the employee will be by anniversary.


= (214 days/365 days) x 7 days



= [(151 days/365 days) x 7 days] + [(214 days/365 days) x 8 days]

= 2.89 days + 4.69 days

= 7.58 days (Full entitlement from Jan 2019)

• Calendar Day – Full

The employees’ leave entitlement will be prorated according to their hired date (by

calendar) but they will be entitled to the full number of earned leave in the first month.

The difference between Calendar Day –Full and Calendar Day (Entitle in 1st month) is

that the employees will have their full number of leave entitlement starting from the 2nd

year and the leave cut off for this method will be in December.

• Service Year

The employees’ leave entitlement will be prorated according to their service month

and the cut off is in December.


= (7 months/12 months) x 7 days


Leave entitlement for Year 2019 = 8.00 days (Full entitlement from Jan 2019)

• Service Year – Financial

The employee’s leave entitlement will be prorated according from their date of join to

the Date of financial cut-off date.

Date of join: 01/06/2018

Financial Year Period: August to July

Leave Entitlement for Year 2018: = [2months/12months) x 7 days] = 1.17days

2 months (Service month from period 01/06/2018 to 31/07/2019)

41 | P a g e

• Service Year – (Cut off July)

The employee’s leave entitlement will be prorated according from their date of join to

the date of financial cut-off date.

Date of join: 01/01/2018

Financial Year Period: July to June

Leave Entitlement in Year 2018: [6months/12months) x 7 days] = 3.5 days

6 months (Service month from period 01/01/2018 to 30/06/2018)

• Anniversary – Full

The employees’ leave entitlement will be prorated according to their date of join but

they will be entitled to the full number of earned leave in the first month they joined the

company. The leave cut off for the individual employee will be in the month they joined

in the following year.

Employee’s Hired Date: 1st June 2018

Leave Allocation 1st Year 7 days, 2nd Year 8 days.


= 7 days (Full entitlement from the June2018 to May 2019)


= 8 days (Full entitlement from the June2019 to May 2020)

• Anniversary – (1st Prorate & 2nd Full)

The employees’ leave entitlement will be prorated according to their date of join in their

first year and they will be entitled to have the full number of leave in their 1st month of

second year. The leave cut off will be in the month they joined in the following year.

Leave entitlement for Year 2018 = 7 days (0.58~0.59 days earn per month)

Leave entitlement for Year 2019 = 8 days (Full Entitlement from June)

• Anniversary

The employees’ leave entitlement will be prorated according to their date of join. The

cut off for their leave will be in the month they joined in the following year.



42 | P a g e

• Working Day-(Entitle in 1st month)

The employees’ leave entitlement will be prorated according to their hired date which

is on The working days (260 days for 5 days per week, 286 days for 5.5 days per

week) and the Leave cut off for the employee will be by their anniversary.

Leave for Year 2018 = (152 days/260 days) x 7 days = 4.08 days

Leave for Year 2019 = [(108 days/260 days) x 7 days] + [(152 days/260 days) x 8 days]

= 2.9 days + 4.67 days = 7.58 days

Current Leave

Prorate: computations based on prorate entitlement to 2 decimal places.

Round: computation for monthly earned leave correct to the nearest whole number.

E.g. 0.5 = 1.0

Round up (1.05 => 2.00): computation for monthly earned leave based on rounding off

anything more than 0.01. E.g. 0.01 = 1.0

Quarterly: computation for monthly earned leave correct to the nearest quarter.

E.g. >0 and 0.25 = 0.25, >0.25 and = 0.5

Half (>= 0.25 & <= 0.75): computation for monthly earned leave where any leave fall in

between 0.25 and 0.75 will round to 0.5.

E.g. 0.25 to 0.75 = 0.5, anything greater than to 0.25 or 0.75 = 0.5, anything below

0.25 = 0 and anything above 0.75 = 1.

Half (<0.5:=0 or >= 0.5:= 1): computation for monthly earned leave where any leave less

than 0.5 will be 0 and if anything greater or equal to 0.5 will be round up to 1.

E.g. 0.4 = 0, 0.5 = 1, 0.6 = 1

Half (<0.5:=0 or 0.5:= 0.5): computation for monthly earned leave where any leave less

than 0.5 will be 0 and anything greater and equal to 0.5 will remain as 0.5.

E.g. 0 to 0.499 = 0, 0.5 to 0.999 = 0.5

Half (> 0.5:= 1 or <= 0.5:= 0.5): computation for monthly earned leave where anything

less equal to 0.5 will remain as 0.5 but anything that is greater than 0.5 will be rounded up

to 1.

E.g. 0.4 = 0.5, 0.5 = 0.5, 0.6 = 1

43 | P a g e

Half (> 0.5:= 1 or <= 0.5:= 0 or 0.5:=0): computation for monthly earned leave where

anything less or equal to 0.5 will remain as 0 but anything that is greater than 0.5 will be

rounded up to 1.

E.g. 0.4 = 0, 0.5 = 0, 0.6 = 1

Half: computation for monthly earned leave correct to the nearest half.

E.g. 0.15 = 0.5, 0.58 = 1.00

Full: full-earned leave entitlement depending on the prorated entitlement type (same as

prorate).

Entitlement By

To assign leave entitlement by one of the following method:

Leave Scheme, Category or Job Grade

Saturday as Full day

Yes -To treat leave taken on Saturday as Full day.

No - To treat leave taken on Saturday as per employees’ application.

Company recognises half day leave application on Saturday.

Prorate Sick Leave

Yes- Prorate sick for incomplete year staff.

No- Will not prorate sick leave for incomplete year staff

Pro-rate Sick & Hospitalisation – MOM guideline with effect from 1 Jan 2009.

Leave adjustment with effective date

Yes - Annual Leave adjustment effective based on effective month.

No - Annual Leave adjustment effective from start of the year

Paternity Leave One Year Expiry

Individual- To control paternity expiry based on employee from family tab

Global- To extend paternity leave expiry to all staff

44 | P a g e

Setting up public holiday

CREATION PROCEDURES:

1. Click on ‘Ins’ (insert) button on the keyboard to add a new holiday.

2. To select a date, click the drop-down arrow to show the current calendar. Pick a date from the calendar.

3. Enter the name of the holiday in the name field.

Leave Allocation

To define the entitlement method at Leave Setup, Leave Administration. Options

available are Category, Job Grade and Leave Scheme.

Leave Scheme is the commonly used method. User will need to create the types of Leave

Schemes under Payroll Setup.


1. Go under Payroll Setup> Others code table> Leave Scheme

To add a new leave scheme:

Double-click the mouse button

or press the insert key.

To delete a leave scheme:

Click the right mouse button or press the F4 key.

2. Go under Leave Setup > Leave Allocation

Select a leave scheme code. E.g. SCH1. and enter entitlement accordingly.

Max B/F: Specify the maximum number of

leave that may be carried forward to the

next service period.

3. Click the close button.

4. System will prompt to recalculate leave entitlement,

select ‘No’ to continue.

45 | P a g e

Leave Code

To create or maintain leave code applicable to the company.

The following are the definition to the header on leave code maintenance.

Calendar Days

Working Days

Working Hours

YES- Full working day

NO- Half working day

Ordinary- Balance leave will

B/F

Perpetual- Balance leave will

B/F to next year as long as

staff still working at that

company

User can group 2 or more

leave code under a master

leave code.

Leave code can be

seen by staff assign

with this leave

scheme

Min days work before

staff entitle to apply

this leave

No. of day entitle.

Left blank for Annual

and sick leave

Male-Applicable to Male

Female-Applicable to Female

Both-Applicable to both genders

Max. No .of

day to bring

forward

Sat apply leave = ½ day.

Max ½ Sat per year.

46 | P a g e


1. Go under Leave Setup> Leave Code

To add a new leave code:

Double-click the mouse button or press the insert key.

To delete a leave code:


IMPORTANT!

Do not remove the list of system codes. You could insert create new leave code by

hitting on the Insert button on your key board:

LEAVE CODES

ABSENT ANNU

HOSP MATE

NPL NPLHOUR

NSP SICK

Working Day Setting - Holiday State

Set working calendar to overwrite the employee working calendar under Update

employee > Calendar.

Usually used when company declares a half day shut down

Example:

1. Set half day on 26/12/2016 2. At <update employee><calendar> 3. Set Holiday Table =STD

In this case when a staff apply leave on 26/12/2016, it will deduct ½ day instead of 1

day.

47 | P a g e

Childcare Leave/ Maternity Leave/ Paternity Leave Setup

In order for employee to be entitled to the above leave, the child’s details will have to be

enter into the system under Family Detail.

System will detect relationship SON or DAUGHTER to allocate entitlement accordingly.

To allow the extended childcare leave application, citizenship ‘SING’ is important in the

Family Details Record.

48 | P a g e

5. HR SETUP

To setup reimburse limit and criteria for different category of employees.

User will need to create the types of Benefit Schemes and Claim code under Payroll

Setup


1. Go under Payroll Setup> Others code table> Benefit Scheme

To add a new benefit scheme:



To delete a benefit scheme:


2. Go under Payroll Setup> Others code table> Claim Code

To add a new claim code:



To delete a claim code:


49 | P a g e

3. Go under HR Setup >

Claim Table

a. Click on New

Button

b. Claim Type:

Claim or Sub

claim

c. Claim Prorate:

By Service

year(service

month) or

Calendar day

d. Overwrite

Exceeded

Claim: To be

able to save

although claim

amount

exceeded claim

entitlement.

e. Select the scheme code.

f. Select the claim code.

g. Proceed to Max Claim Allocation to enter maximum claim amount.

50 | P a g e

IMPORTANT!

User will need to allocate Benefit Scheme to employee under Update Employee >

Employee Record, Benefit

51 | P a g e

6. UTILITY

To setup sub-user account, initialise new year and perform leave recalculation.

User Password Setup

Only Master User will be able to setup a password and define the access right for sub-

user.

52 | P a g e

User ID – User ID (Must be in Capital and AVOID any spacing in between)

User Name – Name of User ID

Password – Tentative password (Will have to be changed during first login)

Hide Wages– To hide employees’ wages from User

Note: To ensure this function work, you must tick under <Update Employee>

<Employee Record>.

Query Access – User’s access right by query method (Refer to 09 Times Manual - Query)

View Data Only – To allow viewing rights to User. User will not be able to create or edit

records.

Audit trial – To enable audit trial report

Select Printer – Microsoft Windows' support multiple printers including network printers.

A specific printer can be assigned to individual users.

Restrict User’s Record Access –MASTER User could restrict user from amending their

personal profile, upon logging into the system.

Employee ID# – The employee number to restrict user’s access to their profile in the

system.

53 | P a g e

Note: In order for this function to take effect, enter JAMES’s Employee ID# 007 and tick

on ‘Restrict User’s Record Access?’

Lock Modify Basic Salary – To restrict user from amending their salary in Modify Pay

Record.

Enable Auto Prompting Report – To grant user access to Auto prompting report

Disable update salary in Career Record – User has all access to create records except

for employee’s salary under <Update Employee><Employee Career Progress>.

Accessed Date – To track the last login date of the user.

Password Effective Date – to set the effective date of

the password assigned.

Password Expired Date – allows MASTER user to set

the expired date of the password assigned.

54 | P a g e

Menu Access – Select menu access according to user’s needs.

Each Menu highlight in yellow colour indicates the Main Icon.

- To limit user access by hiding Main Icon

For instance, HR can only access to leave and claim module from Process Payroll Icon, and have no access to process payroll. To do this, keep the Read, Write and Delete buttons unchecked.

55 | P a g e

- To read only access

Check Read only, User can only view records but has no access to add or delete records.

You may use Set Read option to grant as read only access.

- To disable or hide the partial of the Menu from accessing by user

For instance to hide Employee Bank Details, Employee Allowance/Deduction and Employee Career Progress from user access.

56 | P a g e

Batch Entry Setup

Allows Master User to identify which sub-user account has the rights to update record at Batch Data Entry.

Change Master Password

Old Password – Enter existing password

New Password – Enter new password

Confirm Password – Re-enter new password

Remark:

An authorization form is needed for releasing of Master Password.

Click New to

create new

user profile

Click to remove

existing user

profile

To save any

changes made

To cancel any

change of

information

To rename current

user ID (Remember

to enter in Caps)

Copy current user setup

profile to another newly

created user

Print Audit

Trail records

of User Profile

57 | P a g e

Lock/Unlock Period

Locking and Unlocking of Pay periods can be done to prevent data from being adjusted

accidentally or intentionally.

To lock period, select Period and tick on Lock period?

The following example shows how to lock period 201806

Leave Utility

- Leave Recalculation.

The default settings for sick/hospitalisation leave may be overridden as shown below.

Clicking on the PROCESS button recalculates the leave entitlement, Leave taken

and leave Balance of the employees.

58 | P a g e

- Leave Process

Under Operation:

Add Leave taken

Delete Leave taken

Add Adju Leave Ent

Delete Adju Leave Ent

Steps:

1. Select the Operation 2. Select the employee (optional) 3. Select Leave Code 4. Select Leave Start Date 5. Enter No. of day 6. Enter the reason (optional) 7. Select Am/PM for ½ day leave 8. Click the Process button to

proceed.

- BF Cut Off (Brought Forward Cut Off)

For companies who wish to forfeit unutilized carry forward leave, user will have to

use the BF Cut-Off dialogue and click Process. User can also set the Max Day B/F

after leave cut-off days before forfeiting the brought forward leaves.

59 | P a g e

Year To Date Update

In the event when the TIMES PAY system is purchase after January period, user have a

choice to key in a year-to-date figure of the pay details into the system instead of

processing payment from scratch.

Note: Please note that the YTD pay will based on the login period and divide by number

of months accordingly. For example login period is in June, the basic amount entered will

be divided by 6 and reflect on the pay history report.

Global Change

Should there be a need to adjust/change/delete employee details, update allowance, etc.

for a particular department/section or for all employees, it can be easily accomplish by

using Global Change.

Note: Insert and delete operations are applicable to Career Progression only. **Before begin, kindly backup your database

Change Operation

For example, to perform a change of Pay Group from 6 Days to 5 Days for all employees.

If you would to global change for certain employees, please use the query selection

function.

60 | P a g e

Update Allowance

Global update allowance <Update Employee><Employee’s Allowance/Deduction table>

Bank

Global Change Employee Bank Code and Bank Branch

Global Calendar

Global Change Employee Calendar from Employee 009 to all employees.

Global Allowance Code

Global Change Old Allowance Code to New Allowance Code.

61 | P a g e

Global Increment

Enter MVC percentage

1. Enter either Increment$ (amount) or Increment% (percentage) 2. Click on Create Record. You will employee appear on the table 3. Modify Increment$ (amount) or Increment% (percentage) for selected employee 4. Select Career progression Code 5. Enter effective date and Paid date 6. Select Query(Optional) 7. Click Process

Update Shift Worker Calendar

Set working calendar for shift worker with effective from 1st January

Global Rename

Global change

employee number

using excel file.

62 | P a g e

Initialize New Year

Has to be performed every year end. This allows user to select the appropriate carry

forward balance leave method and initialising the following year Holiday Table.

To round Carry Forward Annual Leave:

- Round: Leave carry forward will be corrected to the nearest whole number - Not Round: Leave carry forward will be based on actual amount without rounding

Carry Forward Leave Methods:

- All (Balance leave): Carry forward all balance leave - One year (Without B/F): No balanced leave to be carried forward - Maximum days C/F (Manual): Carry forward a specified number of balance leave - Maximum days C/F (Allocation): Carry forward the number of balance leave

specified in leave allocation table. - None: Do not carry forward any leave balance

63 | P a g e

INITIALIZE NEW YEAR PROCEDURES:

FOR CUSTOMERS WHO HAVE E-LEAVE, PLEASE ENSURE ALL THE PENDING

LEAVE(S) IN THE LEAVE RECORD ARE APPROVED BEFORE YOU INITIALIZE THE

NEW YEAR.

Once the backing up process is complete, you may continue to

initialize the New Year for the year.

1. Login into the “Timespay8” program and select 20XX12 in the period field 20XX refers to the year you are in right now.

2. Click on “Utility” button and select “Initialize New Year”.

3. You will see the following screen:

4. Please ensure that the database year

is the year you are in right now.

5. Please select your rounding method of

the B/F leave (Rounding formula

depend on the method selected in the

Leave Setup > Leave Administration >

Current Leave)

- If you want to round carry forward leave, select Round.

Please ensure you are in the year 20XX12

64 | P a g e

- If you do not want to round carry forward leave, select Not Round. - Rounding method used ‘Half (>0.5:=1 or <0.5:=0 or 0.5:=0.5)

Please refer to the following for the examples on the differences of the two options.

Case #1 Case #2 Case #3

Carry Forward Leave: 12.27

Round: 12.00

Not Round: 12.27


Round: 11.50

Not Round: 11.50


Round: 16.00

Not Round: 15.51

6. Carry forward leave methods:

All (Balance Leave) - Select this option if you want to carry forward ALL your YTD 2016 leave balance to the year 2017.

Screen capture as at period 201612


One Year (Without B/F) - Carry forward the earned leave for the year 2016 only. BF from year 2015 = 20.50 - (15.50-4.00) = 9.00 Where 4.00 is the amount taken in the year 2016


65 | P a g e


Maximum Days C/F (Manual) - Carry forward balance annual leave is limited to user-defined amount or actual Annual leave balance, whichever is lower. Example

Case #1 Case #2

Annual Leave Allocation: 10 days

Max Carry Forward: 10 days

2015 Total Annual Leave: 10 days

Annual Leave Allocation: 16 days

Max Carry Forward: 14 days

2014 Total Annual Leave: 14 days

Maximum Day C/F (Allocation) - The number of days as specified in Leave Setup > Leave

Allocation > Current Year Carry Forward column.

None - Forfeit all balance annual leave in the year 2016

66 | P a g e

Maximum Day C/F (By Percentage) - The percentage of days as specified in Leave Setup > Leave Allocation > Current Year Carry Forward column. The formula that is used is the Entitlement % multiplied by the number of Entitled Days. (9.08 x 25% = 2.27)

Maximum Day C/F (Allocation by Service Year) - Similar to Maximum Day C/F (By Allocation) but

Carry Forward Leave will be based on your Service Status. The service year will always be

rounded down.

(Example: 3 years 5 months converts to 3 years)

7. Initialize Employee’s Calendar in New Year: To initialize your employee’s working calendar for the year 20XX.

8. Initialize Employee’s Cost Centre Allocation Table: Check to copy the Cost Centre Allocation from this year to next year, Eg. From year 2016 to year 2017. This option should be if you have not run Initialize New Year before.

9. Click on “OK” button to start the “Initialize New Year” function.

10. You should see the “Holiday Table” screen next.

67 | P a g e

11. In this screen, you should be able to see the Public Holidays for Year 20XX on the right side. If the Public Holiday table is (blank), this indicates that your payroll is not updated.

12. Click on Proceed to initialize to continue. 13. The initialization process will take a while especially to users with huge database. Please do

not End Task or force shut down during this period as it might corrupt the database.

14. Once the Initialize New Year process is completed, a message box will appear. Click on “OK” button to proceed.

15. An Annual Leave Carried Forward/Forfeit Report will be generated and be prompted on the screen. This report will display the total leave Carried Forward or Forfeited to Year 20XX.

16. You may print this report now or print it later by going back to the Initialize New Year function and click on the B/F Leave Report button.

68 | P a g e

17. Once this process is completed, your staff can now apply leave for the calendar year of 20XX and you can proceed with Year 20XX payroll.

Free Field Description

For user to define the free field

description under Update

Employee > Employee’s Free

Field

69 | P a g e

Transfer Employee Record

For user to duplicate/transfer

employee record from one database

to another

To transfer employee in a group, tick

on option indicated with “ ** ”

Employee No#: Employee from

source database

Connection String: Tick if you wish to

migrate or transfer the employee to

timesoft folder at another work station

e.g. at the target company, please

specify :

\\IP Address\timesoft\ tp8\

company\XXXXX folder

**Target Company: Destination database

Target Employee No#: Enter Employee No. on destination database

**Target Master Pwd: Enter the master password for the target database. In another

word, cannot duplicate / transfer employee without having master password.

**Include Payroll Transaction? – Tick this option to transfer the pay history to the new

company. (Strongly advised to remain uncheck as it will cause double submission

for Income Tax.)

**Include Career/Fixed Allowance/Leave/Claim Records – Tick this option to include the Career record, Fixed Allowance record, Leave record, and Claim record of the employee in previous company. Otherwise, only the employee basic information will be transferred.

Exclude Career Salary? – Tick this option to exclude the Career record to new company. (Strongly advised to remain it uncheck to ensure the continuity of data.) **Mass transfer with Excel? – This allows users to transfer a group of employees from Company A to Company B.

70 | P a g e

After defining the settings, you will need to click the Transfer button to start the

transferring of employee record.

Afterwhich, user will need to key in the Resignation Date in Employee Record >

Confirm/Termination tab to terminate the employee record in Company A, so no

payment will be done subsequently.

Thereafter, user will need to update the Employee Record in New Company.

When user logins to the Company B the Employee Record will be reflected. User will

need to update Employee Record accordingly. Please proceed to Update Employee >

Employee Record > Career tab to key in the information.

71 | P a g e

Mid-Month Advance

Set to Mid-Month Advance pay

Percentage for all the employees.

72 | P a g e

Yes

Step 1.1

No

Step 1

Step 1.2

Yes

Step 4

Step 3

Step 2

7. PAYROLL PROCEDURE

How does it work? Now that you have completed the system setup, you are now ready to process the payroll for the very first time! Before we begin, here is a summary on how the system works:

This is where you create /

update / delete the

employee’s data.

Please update

all leave records

before the

payroll cut off.

Do you pay out your

claims during the

payroll cycle?

Update all

claims before

the payroll

cut off.

Do you want the

system to deduct the

No Pay Leave from

the Leave Records?

Print reports for

internal usage;

generate bank GIRO

files and CPF files.

After processing

the payroll,

individual pay

records are

created. Variable

/ manual entries

can be added into

these pay

records; such as

overtime hours,

allowances or

deduction.

73 | P a g e

8. UPDATE EMPLOYEE

Update Employee consist of employee details which includes personal data, salary, career

progression as well as recurring allowances.

To complete the payroll, the minimum data entry will be to update employee record, which

consists of all the necessary information, needed to complete a normal payroll process.

Quick Tools

1. Search Dialog allows user to search Employee Name without having to spell out with the exact spelling.

3. Activate Resigned Staff

2. Calculator 4. Global Update Supervisor

1. Search Dialog

74 | P a g e

2. Calculator function.

3. Activate Employee Record to terminated staff.

ACTIVATE EMPLOYEE RECORD PROCEDURES:

1. Select Employee Number

2. Tick on activate employee’s profile ( Please take note of the employee’s termination

date as system will remove the termination date when activating the profile)

3. System will prompt for confirmation, click on ‘Yes’ to proceed.

75 | P a g e

4. Go under Update Employee > Career tab to update the rehire information under

FSTART.

76 | P a g e

Update Tab

Hired Date – for prorated computation on the basic salary

Birth Date – Employee age

Type – different types of employees: (See Misc. Parameter)

SN -monthly rated employee with OT,

SE-monthly rated employee without OT,

D1-D8- daily rated worker

HR1-HR2-hourly rated worker

Semi-Month? – tick if employee is paid twice monthly

77 | P a g e

Mid-Month Pay – specify the mid-month pay either by percentage or by a fixed amount.

(Only applicable when “Semi-month?” is ticked)

Bonus Factor – Sets the bonus factor for an employee (Unit in months)

Basic Salary – Employee’s basic salary. Any future adjustment may be made in the

“Career” tab page.

Increment – Increment amount.

Total wage – Basic salary plus increment

Hide Wage Data? – If ticked, the hide wage function will be activated. Sub-user will not

be able to access employee’s wages.

Only MASTER ID and USER ID with Hide Wage = NO can activate the option ‘Hide

Wage data’

Progression Data –Once all the career progression data has been entered and saved,

the user will not be able to change the particulars on the Update tab section. The user

will need to proceed to the Career tab section to edit/modify the particulars if necessary.

78 | P a g e

Leave Scheme – Link to leave allocation table at leave setup.

Benefit Scheme – Link to Claim Table setup at HR Setup

Working Days/Hour – Days Work/Wk, Hrs Worked/Yr, Daily Rate and NPL Daily are

retrieved from your settings made in <Payroll Setup> <Pay Period (Pay Group)>.

You are allowed to make any changes to them here. The setting here will be used in

your computation of Payroll.

Nationality – Employee’s Nationality

Race – Employee’s Race which will trigger the appropriate Community fund under

Fund#1.

IC# – Enter employee’s identification number. It is important for local contribution CPF.

For foreign worker, please fill in their Fin Number. If the employee is a PR with the blue

IC, the IC# must also start with either capital “S” or “T”.

Other IC # – User can keep track of foreign employees’ original identification number in

this field.

CPF/Levy – Select the appropriate CPF/Levy scheme

CLASS1 - CPF rates will be based on a Singaporean.

PR - CPF rate will depend on the PR Approval Date.

NONE- Use for employment pass holder or staff who do not wish to

contribute CPF under the approval from the CPF board.

For foreign worker, you may select the appropriate levy classes. Eg, SPASS

79 | P a g e

New: To create New Employee Profile

Save: To save details when changes are made

Remove: To delete Employee Record

Cancel: To cancel changes made

Change: To change an existing employee’s ID, Click the Change button. Replace the

old employee No with the new employee number.

Copy Field: Copy profile if new hire has the same profile (i.e Department, Leave

Scheme)

1. Click on Copy Field

2. Select Employee Profile to Copy

3. Update New employee’s profile accordingly

80 | P a g e

Employment

Allow user to put in additional information of the employee

Substantive Designation – To record the next potential designation

Job Level –To record job level hold by the staff

Service Grade –To record employees’ service grade

Unit –To record which unit the employee belongs Currency Code –For multi-currency user. Update under Career Tab. Tenure of Service – To record the employment type such as full time / contract staff Tenure Expiry date –To record the contract expiry date Date Reappointed –To record employees’ reappointed date Date Reemployed –To record employees’ reemployment date Shift Worker Indicator – For leave module only. Indicate ‘Yes’ if system should take in Saturday and Sunday into leave calculation. Festival advance – allows user to pay out any festive payment in advance. NOTE: This field is important as an indicator for the processing of the advance festive payment.

81 | P a g e

NS Service Status –To indicate if employee is entitled to service award if they have

attended National Service. E.g. if the employee went for National Service for 3 years, in

the case where he has served the company for 7 years, the employee will be given 10

years leave entitlement or service award.

Working Code – link with work code setup under <payroll setup><others code setup>.

Allows user to link employee to different work code (working day)

Salary Month –allow user to setup no of month used to compute field such as NPL,

Daily rate.

Demerit Point Indicator –To activate the demerit point indicator for HR module.

Salary Month –allow user to setup no of month used to compute field such as NPL,

Daily rate

Demerit Point Indicator –allow user to activate the demerit point indicator

Entry Level Qualification

Highest Academic Qualification

Highest Professional Qualification

Highest Statutory Qualification

Other Tab

Job Identification –Within this group, the user may specify the location, division, branch

code for a particular employee record.

HR Module/Education

82 | P a g e

Personal/Additional Info:

This group contains employees’ personal data.

Sex / Title – It is important to indicate the gender of the employee so that leave will be

allocate correctly based on gender in leave code table.

Marital Status – It is important for employee leave application like Childcare leave,

Paternity Leave or Maternity Leave

SG NRIC#/ Fin No# – It is important to be filled for IRAS submission purpose.

E.leave Approval Status/ 1st Sup/2nd Sup is only applicable for user is using previous

version of E-Leave module. Please contact Times Software Pte Ltd for the details.

Foreigner Info –This group contains foreign employees’ data.

Example:

For Work permit/Employment pass holder enter Issued and expiry date. For Permanent

Resident enter PR approval date.

If an employee’s work permit pass expires within the month, the system will prorate the FWL based the expiry date by number of calendar days. If an employee is converted from a work permit/employment pass class to PR class, you will have to enter the effective date in the FWL to PR Date field. The system will handle the prorated FWL and PR CPF contribution rates accordingly.

Passport– Additional field to record Remark, Language spoken, written and individual

pay slip message.

83 | P a g e

Confirm & Termination Tab

When an employee resigns, user will need to update termination date in this tab.

Probation By–To indicate probation by Day, Week, Month

Probation Period –To indicate probation period for individual employee.

Notice Period Method–Enter notice period method by Day, Week, Month

Notice Period–Enter notice when staff resign

Exclude Auto Prompt – Tick to exclude this employee from auto prompting report.

Confirmation Due – Confirmation due date determines the due date for confirmation

prompted on Auto Prompting Report.

Confirmation On– Confirmation on determines the confirmation date of the employee

that is prompted on the Auto Prompting Report.

Hired date –Reflected based on Update Tab. System will auto compute the service

period of the staff from the date of hired.

Resignation Reason – Employees’ reason for leaving the organization.

84 | P a g e

Resignation Date –Once the termination date is entered, the system will prorate

incomplete-month payment accordingly.

Leave effective Date – This is usually use for rehire, contract staff or when there is a

change in leave scheme during promotion

Termination status –F-Active

–T-Terminate

Last Payment Date –It is used when there is an outstanding salary payment made to

the terminated staff in the following month. (Eg. Employees Resigned on 20th June and

Commission Paid in July. Last Payment Date set at 31/07/2016 Resignation Date set as

18/06/2016. Date in DD/MM/YYYY format)

Resignation Remarks – Field for user to enter employees’ resignation comment or

remarks

Recommend for re-hire –To indicate if re-hiring is recommended for this employee

Reason for re-hire – To indicate reason for rehiring

Date of Notice – Field to indicate date of notice is served. (For display only)

Stop payment Indicator –To exclude employee from payroll when employee are on

long leave or temporary posted to oversea

Stop payment Effective date -to indicate when stop payment date starts (For display

only)

Stop payment end date - to indicate when stop payment date ends (For display only)

85 | P a g e

Bank Tab

To indicate payment mode to employee in this tab.

UPDATING PROCEDURES:

1. Under Bank field select or search

by Bank name

2. Key in the Account #

3. Click on Save button to save the

entry.

Override Payment Mode –To override

current period payroll’s payment mode.

For example when employee

terminates their service and company

will make a cheque payment, instead of

the usual GIRO payment. Instead of

removing the bank details, user can

update the override payment mode and

reprocess the payroll so that payment

will be reflected as cheque payment.

86 | P a g e

Other Bank –In the event if the employee request to receive payment by different mode

or 2 separate bank account, user can use Other Banks to setup the payment either by

amount or percentage (has to add up to 100%).

Address Tab

Compulsory field as it is crucial for IRAS submission.

Email – To be filled if Email Payslip or the E-Leave module is purchased. Emergency Contact – To keep track of employees’ emergency contact details.

87 | P a g e

Same Address Indicator? – In the event if the employee has the same address as the

emergency contact, by ticking on Same Address Indicator? , system will duplicate the

Emergency Contact address with the employee’s address and contact number.

Update Spouse Address Relationship= SPOUSE/WIFE/HUSBAND? – When user tick

on the following option, it will duplicate contact address from employee’s profile to the

spouse tab.

Spouse Tab

This is a field to update employee’s’ spouse details.

88 | P a g e

Allowance/Deduction Tab

To setup recurring payment or deduction from employee.

LOAN: A total 5 times deduction of $200 deduct from employee salary with effective

from July 2018.

MEAL: BLUE colour code indicates that MEAL allowance is a Formula Code

(Arithmetic formula applied to code: e.g. MEAL = (VA37*5). User do not require

enter any amount.

TRAN: YELLOW colour code indicates that TRANSPORT allowance will be

automatically prorated if staff work less than a month. (Please refer to <Company

Setup><Prorate Allowance>)

Please leave out the Start Mth, Year, Times, End Mth and Total Amt if the effective

date and payment date is used.

This example shown how a allowance is set to prorated effective 15 August 2016 but

paid in the month of September(201609)

Select either M/E.

M – Mid Month

E – End Month

89 | P a g e


1. Double-click on a record or press the <INSERT> key to add a new code. 2. Type in a new code and its description. 3. Click the OK button to exit the dialog. Under the Allowance/Deduction table, user can set the employee’s allowance or

deduction based on either amount or rate.

When rate is used, user has to specify in ‘Modify Pay Record’ under frequency field in

Modify Allowance table and the system will generate the total amount for the employee.

For e.g. in this case if the rate is $5, when user enter 15 times for the frequency,

automatically the software will calculate the total amount.

90 | P a g e

Career Tab

Record career change information such as Increment, promotion, demoted, merit

increment.


1. Click on ‘New’ button to create a new record.

2. Select a progression code e.g. AINCR: Annual Increment

3. Input fields: Department, Category, Occupation, Cost Centre, Company, Job Grade,

Appraisal Grade and Section accordingly.

4. Enter the Increment Effective date

5. Increment Paid Date by default duplicates from Increment effective date. In the

event where increment effective is earlier than paid date system will back pay

accordingly.

6. Salary range (scale) is link to <Payroll Setup><Wage Code Setup> 7. Salary Step is link to <Payroll Setup><Salary Schedule> 8. Increment review date used for setting an increment review date to be prompted by

the auto prompting report. 9. Salary Type set at Monthly 10. Salary Percent% at 100

91 | P a g e

In the above scenario, system will automatically generate back pay of Basic salary and

back pay of OT from January (201601) to June (201606) in the July (201607) Modify pay

Record.

Calendar Tab

Every employee record has a working calendar which contains a working pattern. The

calendar tab provides a means to manually change the workday state (OFF, FULL,

HALF).

User can also amend working pattern for any employee by modifying the Weekly Setup.

Any changes made to the Weekly setup must be recalculated by clicking on the

‘Recalculate Calendar’ button

Alternate Saturday: To set

up alternate Saturday work

code

Get Weekly Setup from

Group Setting: To set

employee work code same

as other staff who fall under

the same pay group

Recalculate Calendar: To

reset the working pattern of

an employee to the

selected pay group.

Holiday Table: Link to the

holiday setup at <Leave

Setup><Leave

Administrator>Holiday

Table

More Than Two weeks setting required? : To setup of pay group with 4 difference

work code at each week

92 | P a g e

Free field Tab

Additional fields provide to record employee’s details if required, for example Locker

Number, Keys assigned, Certificate expiry date.


1. Click on Click the button to Setup FREE Field Description

2. It links to the free field description in the <Utility><Free Field Description>

3. Rename field under CAPTION

Description: used for alpha numeric items, eg. CAR PLATE NUMBER

Numeric: used for numeric item, eg. NUMBER OF CHILDREN

Indicator: used for items checkbox indicator, eg. SMOKER?

Date: use to record the date, eg. Vaccination date

93 | P a g e

9. LEAVE APPLICATION

TIMES PAY provides easy management of leave records. User can easily access to the

overall leave entitlement, leave taken, and leave balance of an employee.

Leave Entitlement

To view individual employee’s leave entitlement:

1. Click on Leave Application icon. 2. Select Leave Entitlement. 3. Select employee from the dropdown list 4. Click the leave code combo box. 5. Choose Annual Leave (code: ANNU).

94 | P a g e

Leave Record

To add/modify/delete a leave application:

LEAVE CREATION PROCEDURES:

1. Click the Leave Application icon.

2. Click on Leave Record.

3. Select an employee by code/name.

4. Click the New button and select Leave Code. 5. Enter leave start date and number of days taken under Day field. 6. Click on Save to confirm entry.

Leave Scheme

Leave taken as

Period 12

(December)

Leave Balance as

Period 12

(December)

Leave balance

base on login

period

Select Dependant NRIC for leave

code CHILDLVE(childcare leave)

Edit this field to manually

enter the leave application

start date.

Click the ellipsis button to select

date from the calendar.

Approval

Select if Employee applies Half Day

95 | P a g e

IMPORTANT!

When leave taken is crossed Public Holiday through off days, system will not take the

day into account. Public Holiday table is captured from Payroll Setup > Leave

Administration.

TIMES PAY intuitively shifts out non-working days

and holidays, as set out in the weekly settings

(working pattern) and Leave Setup (Leave

administration) respectively. From 3-8 June’2016 4

working days will be calculated, assuming Sat and

Sun are Off days.

Leave can be applied in terms of hours. To enter 0.5

(4 hours) or 0.25 (2 hours) in the Day field. (If one

working day consists of 8 hours)

LEAVE DELETION PROCEDURES:

1. Select on the application that is to be deleted.

2. Click the Remove button to delete the selection.

The arrow indicates that this record is

selected.

96 | P a g e

LEAVE MODIFICATION PROCEDURES:

To postpone a NPL deduction to

the next month

1. Select the Leave record.

2. Click the Leave breakdown button.

3. Choose the next Pay period from the Pay Prd Dropdown list.

4. Choose Last Month from the Current Mth? Dropdown list.

5. Click the Close button

6. Click on ‘Yes’ button to save the changes.

Leave Adjustment Record

Only code start with ‘LIEU’ can enable the field ‘Expiry Date’.

The following shows how to credit off in lieu.

1. Click New

2. Select leave code 3. Choose Effective Date 4. Enter no of day 5. Enter Remarks 6. Click Save

97 | P a g e

10. CLAIM RECORD

Claim Record

The claim record keeps a record of employees’ medical, dental or hospitalisation claims.


1. Click the Claim Record icon.

2. Select Claim Record.

3. Choose an employee by code/name.

4. Click the New button.

5. Select a Claim Code.

6. Key in relevant claim details.

7. Click the Save button.

Select the desired

Claim Code under

Claim Info

Date when Claim

is submitted Claim Entitlement

Total Amount Claimable Year To

Date Claim

Remaining Clam

Entitlement

98 | P a g e

Co-payment? –Tick if medical bill payment is shared by both the employer and the

employee. (The employer will deduct a certain amount from the employee if it is a co-

payment.)

Transferred to payroll? –When ticked it means payment has been transfer to payroll.

Reimbursement? –Tick indicates reimbursement by employer

Allw/Dedu Code – Select the desired type of medical allowance/deduction.

Transfer period – Select the month for reimbursement via payroll.

Cycle – Select the cycle either E (End month), M (Mid-Month), S (Special) for the

medical claims to be transferred to

which payroll cycle.

Here is a sample dental claim record:

Indicate

Clinic Indicate Doctor’s Name for reference

Indicate nature of an

illness Insurance Policy No.

Employee reimbursement in

percentage/dollar

Employer reimbursement

in percentage/dollar

99 | P a g e

Claim Reports

Allows user to generate a claim report by showing all records or by a period.


1. Select Claim Report option.

2. Indicate Claim Code.

3. Indicate Report Format and

Print By method.

Print By:

- All Record: Print all medical records in range.

- Current Record: Print all current month medical records in range.

- YTD Period: Print all medical records for all employees in range.

- Date Range: Print all medical records dictated by the date range.

- Pay Period: Print all medical records dictated by period.

100 | P a g e

Group By:

- By Employee Code - By Employee Name - Medical Code

4. Click on Preview button.

Tick to print one page per employee

Tick to print Emp. Entitlement from

(Benefit Scheme)

101 | P a g e

Here is a sample of the Claim detail report:

Navigating buttons

Maximize preview window

Whole Page View Printer Setup

102 | P a g e

Claim Reports-Landscape

This option generate report in landscape format.

GENERATING PROCEDURES:

1. Select claim code(s) to be

generated under setup.

1. Select Print dialog

103 | P a g e

Here is a sample of the claim report – landscape format report:

Claim Costing Report

A claim costing report can be

generated.


1. Select claim code(s) to be

generated under setup.

104 | P a g e

2. Select print Period to preview a Claim Costing report

Here is a sample of the claim report – landscape format report:

Import Claim

Instead of manual entry, claims can be imported via MS Excel worksheet.

IMPORT PROCEDURES:

1. Enter Claim information at MS Excel worksheet. For example:

Column A: Employee Code

Column B: Medical Code

Column C: Medical Date

Column D: Claim Amount

Column E: Claim Approve (True or False)

Column F: Sector Code (Pub or Gov)

Column G: Co-Payment (True or False)

Column H: Employer Amount

105 | P a g e

2. Select Claim report > Import Claim, click on Setup to enter claim Template

Enter Column No, Field Code based on the sequence from the Excel worksheet

Browse for excel file

Enter Batch No.

Click IMPORT

Enter Batch No.

Browse for the Excel file which store the claim information

106 | P a g e

11. PROCESS PAYROLL

Monthly procedure to trigger salary payment.

Pay Record

In each pay period, user would have to process/ initialize payroll before modifying a

payroll record.

PROCESSING PROCEDURES:

To process the pay record for a new period/Month:

1. Click the Process Payroll icon 2. Select Pay Record 3. Click the Process button

107 | P a g e

Subsequently, in the event if you need to re-process the pay record:

1. Click the Process Payroll icon

2. Select Pay Record

3. Choose Option 1, 2 or 3

4. Click the Process button

There are three different ways to process payroll as follows:

Reprocess earlier Selected Staff without clearing variable entries (Reprocess payroll)

Reprocess earlier Selected Staff with clearing variable entries (Remove manual entries)

Do not reprocess earlier Selected Staff (Processing newly hired staff only)

Variable entries are items user can enter manually in the modify pay records. E.g. OT,

shift allowance, NPL entries, Ad-Hoc allowances/deductions (One Time Payments).

108 | P a g e

Bonus Record

This is an efficient way to process the Calendar year/service period bonus for a company’s

payroll.


1. Click the Process Payroll icon.

2. Select Bonus Record.

3. At Bonus Parameter tab

4. Select the desired settings.

5. Click the Process button.

Item Explanation Important Remarks

1 Bonus Code: Select the code from the

Allowance/Deduction table that you wish to declare as

your Bonus Code.

We recommend using codes starting with BONU:

- BONUAWS

Please DO NOT use BONUSP as it is a reserved code for Bonuses for year 2016 which are paid in the year 2017

Lowest Priority Highest Priority

1..........

2…....... 3….…… 4……....

5….......

6…........

7….......

8…....... 9.……...

……….13

….14

10......... …11

12….

109 | P a g e

- BONU

2 Bonus Method:

Select the following bonus method practice by your

company:

- By Calendar: Based on Calendar Year (Jan 2016 to Dec 2016)

- By Pay Period: Based on employee’s pay group’s period (21st Dec 2015 to 20th Dec 2016)

- By Calendar Periodical: Based on company financial period (July 2015 to June 2016)

3 Cut-off Bonus (Mth/Period):

Determines the cut off period of the bonus

computation.

Example:

If your company’s bonus follows the

calendar year, your bonus cut off will

be in December.

4 Bonus Factor:

This is to define the multiplying factor for bonus

computation. If it’s set to zero, the “Bonus Factor” value

specified in the “Update Employee” record are used

instead.

1. Please see screenshot below:

5. Select your “Bonus Payment By:”

- New Base Salary - Base Salary - New Base Salary (Last year) - Fixed amount - New Base Salary + (NWC) - Base Salary + (NWC) - Base Salary + (NWC) Last Year - New Base Salary + (Svs pt) - Base Salary + (Svs pt) - Base Salary + (Svs pt) Last Year - New Base Salary + (MVC) - Base Salary + (MVC) - Average Paid Salary

Most commonly used option.

NWC = National Wage Council (Union

Employees)

Svs pt = Service Points. Only applicable to

hotels still using this scheme.

Only applicable if the company uses MVC as

recurring allowance. Applies to Hourly/Daily Rated Staff

110 | P a g e

6. Bonus Amount

Only use this field if you have Fixed Amount payment

selected in Item 5.

7. Which Period To Pay Bonus

Select which Pay Cycle you wish to pay out the bonus

with:

- Mid-Month Period. The bonus amount will be lumped into the mid-month cycle.

- End-Month Period. The bonus amount will be lumped into the end-month cycle.

- Seperately. The bonus amount will be seperated and placed into a cycle called Bonus Cycle.

We strongly recommend that you use

Seperately in order for our system to

calculate the CPF contributions of the

normal pay cycle with the bonus pay

cycle.

8. Bonus Calculation By

Prorate the bonus based on:

- Service Month - Calendar Days - Working Days - None (No proration)

9. Service Month Cut-Off Day

This option will only appear when Service Month is

selected in Item 8.

10. Contribute Community Funds

Option to include community funds into the Bonus Cycle

or exclude it and lump the amount in End Month Cycle.

If you had processed the End Month,

this option will no longer be available.

11. Rounding Formula

This option will round the bonus amount based on the

following selection:

- None (Default) - Round up to Dollar - Round down to Dollar - > 0.5 = 1 or 0.5 = 0.5 or < 0.5 = 0 - > 0.5 = 1 or <= 0.5 = 0.5 or 0 = 0

111 | P a g e

12. Leave Exclusion

If any of the checkbox is , system will prorate the

bonus amount according to the leave taken by the

employees.

13. Exclude Unconfirmed Staff

The system will exclude all unconfirmed staff when

processing the bonus cycle.

This option is turned on by default.

14. Exclude Employee Hired after and Exclude Employee

Resigned After

The system will exclude the staff hired after the keyed

in date or resigned after a certain date.

Processing Bonus by Group:

Allows user to define Bonus factor or amount by employee category


1. Press “Insert” button to insert a new record 2. Define the bonus factor or amount 3. On top of the bonus, you may use the “Variable Bonus 1”, “Variable Bonus 2” to define variable bonus which you would like to pay together with bonus

112 | P a g e

Processing Bonus by Individual:

Allows user to enter the Bonus factor or Fix amount for all at single screen before

process bonus

Update Bonus Factor:

Allows user to update Bonus factor for all staff at single screen


1. Click “Generate Record” to generate employee name list

2. Enter Bonus Factor( Use to update back to <Update employee><employee record>)

3. Use the option at Individual tab to update this bonus factor to <Update employee><employee record>

113 | P a g e

Special Record

Allows user to process separate payments

from payroll like incentive allowances, awards

long service awards, etc.


1. Click the Process Payroll icon.

2. Select Special Record.

3. Select the desired settings.

4. Click the Process button.

Code– Choose a defined code from the code

table.

Payment Method:

By base Salary Percentage

By Total Wage Percentage

By Fixed Amount Pay Period:

Mid Month: payment will be included in the mid-month payroll cycle.

End Month: payment will be included in the end-month payroll cycle.

Separately: If this is selected, the payment will be reflected in Modify Special Record’s Window.

Leave Transfer

Allows users to add/modify leave records after processing a payroll.

Assuming that the payroll has just been processed. However, a leave record for an

employee was omitted in the process. Below is the NPL record that was not processed.

114 | P a g e

TRANSFERING PROCEDURES:

1. Reprocess the pay records without clearing variable entries

OR

2. Transfer the leaves To transfer leaves to process payroll

records:

Click the Process Payroll icon.

Select Leave Transfer.

Click the Process button.

Medical Claim Transfer

Allows users to transfer claim after processing a payroll.

Assuming that the month’s payroll has just been processed. However, a medical claim

record for an employee was omitted in the process. This function allows user transfer all

medical to modify pay record.

TRANSFERING PROCEDURES:

To transfer medical claims to processed

payroll records:

Click the Process Payroll icon.

Select Medical Claims Transfer.

Click the Process button.

As you can see from the example below which the $56.00 amount reimburse by employer is being transfer to Modify pay record

115 | P a g e

Claim Record

Modify Pay Record

Leave Encashment

This option allows user to pay employees their leave balance.

ENCASHMENT PROCEDURES:

1. Select ‘Leave Encashment’ option from Process Payroll

2. Under Parameter Tab, user enters the number of days annual leave that need to be paid e.g. in this case 3 days. Follow by selecting the annual leave code to be used and encashment method.

Annual Leave Code :

&ANL (Annual leave Encashment code)

Encashment method by:

Current Year BF – only encashment for

the brought forward leave.

Last Year BF with last year basic – encashment only the brought forward with last

year’s salary if there is any increment.

116 | P a g e

Current Year Balance – encashment for the current year leave balance.

Include Service Point Paid on: Applicable for certain service industries like Hotel

Payment Mode: Encashment or Deduction

Encashment method: By day or by Percentage

No of days/percentage encashment: specify the day or percentage to be process

3. Click on the ‘Process’ button and user will see the number of staff that has been processed. When user selected ‘Close’ button after the process, the following report will appear showing the balance of annual leave that need to be paid as well as the amount.

4. Select Modify Pay Record if further amendment is required.

117 | P a g e

Festival Advance

Allows employer to pay the special payment for all the staff during festival season in

advance or enable automatic deduction to be made for the advance payment in the

following month.

ENCASHMENT PROCEDURES:

1. Select ‘Festival Advance’ from Process payroll.

2. From the parameter, user will select the Advance Allowance Code e.g. in this case ‘FESTADV’ for Hari Raya. *User is required to select the Advance Deduction Code so that this will be reflected in employee’s allowance/ deduction table for the following month deduction.

Note: In order for the system to detect the type of payment, user need to set in ‘Update

Employee’ under ‘Employment the ‘Festival advance’ field.

118 | P a g e

3. As for the payment method, user can select whether it is based on Percentage or Fixed Amount. So, user is required to key in the percentage or fixed amount in the following field. E.g. if user is paying by percentage and user define as 50%, the system will give according to half of their salary if user selected the Advance Calculation By based on ‘Base Salary’

4. User can later define the re-payment frequency for e.g. whether it is 1 month, 2 month, 3 month or 4 month repayment. If user has selected 3 months repayment, it will be reflected on report shown deduction is split into three separate month as shown below.

5. <Update Employee>< Allowance/Deduction> Shown deduction is split into two separate month as shown below.

6. User can select whether this payment will be made separately or together with employees mid-month or end month.

119 | P a g e

12. MODIFY RECORD

Reflect payment after user process payroll. User can proceed to modify record if needed.

Modify Pay Record

After payroll processing, a pay record will be created for individual staff. User can modify

the pay record accordingly. This may be necessary to adjust/modify certain data.

MODIFICATION PROCEDURES:

1) Click the Modify Record icon 2) Select Modify Pay Record from the shortcut menu. 3) Select an employee to modify from either the employee’s ID combo box or the

employee’s name combo box.

Employee ID Employee Name

120 | P a g e

NPL Entry

No pay leave entry definition is as follows:

NPL Day C- New Salary/Cur Working Days

NPL Day L- Old Salary/Last Mth Working Days

NPL Day N- Old Salary/Cur Working Days

NPL Day O- New Salary/ Last Mth Working Days

OT Entry – Increment

If there is an increment/salary adjustment within the month.

Basic pay: $1500

Increment: $500

Increment Effective Date: 01/08/2016

Increment Paid Date: 30/09/2016

The new rate for OT1.5C is 15.73.

The previous month’s rate was 11.80

If the Increment Effective Date and the Increment Paid Date is the same:

Example:

Increment Effective Date: 01/08/2016

Increment Paid Date: 01/08/2016

Notice that the basic pay is now adjusted (prorated) for the month of August 2016.

In the Modify Pay Record, the OT rates for both OT1.5C and OT1.5L are now different.

The rate for OT1.5L is based on the old basic pay - $1500

The rate for OT1.5C is based on the new basic pay - $2000

121 | P a g e

Shift Entry −How does GRP (Gross Rate of Pay) affect the allowance /deduction

computation?

The shift setup are shown on the right in <Company Parameter><MISC Parameter>

The shift payment is computed based on the average shift month setting.

NOTE:

The average Shift Month may be set to Last 1 Month to Last 6 Months with

increments of one. When set to Current Month, the formula will be as follows for

computation of annual paid leave:

per week days working 52

12) Factor

Shift(GRP)OT(GRP) GRP)Allowance( (Basic

Click on this button to get the following dialog

122 | P a g e

Based on the above formula, TIMES PAY 8.0 computes, for example, the paid annual

sick leave (subjected to GRP) accordingly.

Daily Rate: Working days/Month

Basic wage: $580.00

Days Worked: 22

Daily Rate: $580 ÷ 22 = $26.36

However, for the code &ANL, the computation will not be the same.

& - denotes that the item is subjected to GRP

% - denotes that the item is not subjected to GRP

TIMES PAY computes the Paid Annual Leave amount and computes the result: $28.15,

as shown above.

If the Average Shift Month is set to Last 2 Months, then TIMES PAY will use the

average of the last two months shift payment when computing the above formula.

15.28$552

12) 1

$300 0 ($580

Calculator

Prorate the salary and transfer

allowances/deductions from the

employee records.

Transfer medical claims

from the medical records.

Encash Annual Leave for resigned staff

CPF MAX

123 | P a g e

Bank button is a function for user to select the

payment mode for the employee. The amount in

the box of payment mode will adjusted follow

the payment mode that user choose from the

Payment Mode drop down list.

System also allows user to split payment mode

by enter the amount in the field of either cheque

or cash if the default payment mode from

Update employee is bank Giro payment.

Modify Bonus Record

Bonus records may be adjusted/modified if needed.


1. Click the Modify Pay Record icon

2. Select Modify Bonus Record from the shortcut menu.

3. Select an employee to modify from either the employee’s ID fieldor the employee’s name field.

4. Edit the bonus amount field to make any changes required.

If you process the pay records before the bonus records, the community funds like CDAC,

SINDA, etc. will based on both cycle and system will compute balance in the Bonus cycle.

For both cases, assuming that the bonus records were processed separately, the amount

to contribute for a fund will still be based on the total of basic pay and bonus paid.

IMPORTANT NOTE:

Please backup your database first. To remove all bonus records from the payroll, click the

Clear Record button. If you want to delete only a particular employee’s bonus record, you

may do so by selecting that person by query. Activate the query and click the Clear Record

button to remove it.

124 | P a g e

Modify Special Record

Processed special records may be adjusted/modified as and when the need arises.


1. Click the Modify Pay Record icon

2. Select Modify Special Record from the shortcut menu.

3. Select an employee to modify from either the employee’s ID field or the employee’s name field.

The special records are

processed separately as

show on the right.

4. Edit the GRATUITY amount field to make any changes required.

125 | P a g e

13. PAYROLL REPORTS

Various reports can be generated from Payroll reports.

REPORT TYPES

1. Internal Reports – Standard payroll reports - Payroll Department Report

- Payroll Summary Report (Landscape)

- Payroll Cost Centre Report

- YTD Departmental Report

- YTD Cost Centre Report

- Pay-Slip

- Pay History Report

- Career Progression

- Employee Data Reports

- Allowance / Deduction

- NPL/Shift/OT/Rest-day

- Code Table

- Bank Listing

- CPF MAX Report

- CPF Shortfalls Report

- CPF Variance Reports

No Function Description 1 Payroll

Department Report

Payroll Department Report is a report that show the details of the payroll by department. The details shown such as basic salary, NPL ,CPF wages and etc.

2 Payroll cost Centre Report

Payroll Department Report is a report that show the details of the payroll by cost center. The details shown such as basic salary, NPL ,CPF wages and etc.

3 Pay-slip Generate payslip and generate epayslip.

4 Pay History Report Pay history report is a report that contains all the payroll CPF details for every single months from Jan to Dec.

5 Pay History Report Excel

Pay history report is a report that contains all the payroll CPF details for every single months from Jan to Dec in excel format.

6 CPF Variance Report that shows employees with CPF variance. Negative value indicates CPF shortfall

126 | P a g e

Payroll Department Report


Payroll Reports >Internal Reports> Payroll Department Report>

Payslip


Payroll Reports > Internal Reports > Pay-Slip > Pay Advice

Out Type:

If you are using Dot-matrix output, the payslip gap must be set to 2.

If you are using Graphical output, the paper source should be set to pre-sealed envelope when printing to standard 4” pay-slips. If you choose to print to an A4 size paper, you should set the paper source to Computer Form.

127 | P a g e

Pay Date is required before print or previewing the payslip.

Click the Preview button to preview the pay-slip before printing

Here is a 4” pay-slip sample payslip:

2. External Reports – for external usage such as banks and government boards. - Bank/Cash/Cheque listing

- CPF

- Bank Diskette Export

- SDF/FWL

No Function Description 1 Bank/Cash/Cheq Generate reports for external parties such as

bank/cash/cheque listing

2 Bank Diskette Export Generate bank export files

3 CPF LINE Generate CPF file – Upload using Crimson Logic

4 CPF PAL Generate CPF file – Upload using CPF website

5 Labour Market Survey Generate labour market survey

128 | P a g e

Bank/Cash/Cheq Users can generate Bank/Cash/Cheq to check on total pay-out type.

Bank Diskette Export


Payroll Reports > External reports >

Diskette Export

To generate diskette export (Giro Payment), you need to get the bank specification file and contact Times Software Pte Ltd.

1. Select respective bank. 2. Click the Process button to

proceed. 3. You may sort by Name or

Employee code.

129 | P a g e

3. Management Reports – allows

management staff to have

necessary information to analyse

staff overhead.

– Audit Trail Report

– Pay History-Variance Report

– Total Paid Out Report

– Staff Movement Report

– Straight Method

– Staff Movement Report

– Moving Average

– Salary Reconciliation Report

No Function Description 1 Audit Trail Report A data log that captures each record including information on who

creates the record, when and what changes has been made if there is.

2 Pay History Variance Report A document that captures detailed payment of the respective months with variance details shown if there is.

3 Total Paid Out Report A document that captures the amount of payout including gross wage, employer CPF, FWL and SDF.

4 Staff Movement Report

Straight Method –

Turnover rate (%)

No. of Resignees X 100%

No. of Headcount

Moving Average Method –

Turnover rate (%)

Current month headcount - Last month headcount X 100%

Current month headcount + Last month headcount

Audit Trail Report

To audit user access or changes made to employee

Payroll Report > Management Reports > Audit Trail Report

2

130 | P a g e

4. Advance Management Reports

– Project Costing Report

– Department Report

– Cost Centre Report

– YTD Department Report

- YTD Cost Centre Report

No Function Description 1 Project Costing Report A document that captures the amount of payout including gross wage,

employer CPF, FWL and SDF by cost centre where you can select a range of period (months).

2 Department Report A document that captures the amount of payout including gross wage, employer CPF, FWL and SDF by department where you can generate base on the login period.

3 Cost Centre Report A document that captures the amount of payout including gross wage, employer CPF, FWL and SDF by cost centre where you can generate base on the login period.

4 YTD Department Report

A document that captures the amount of payout including gross wage, employer CPF, FWL and SDF by department where you can generate from 201501 to 201512.

5 YTD Cost Centre Report

A document that captures the amount of payout including gross wage, employer CPF, FWL and SDF by cost centre where you can generate from 201501 to 201512.

5. Quick Employee List

To generate an employee listing

Here is a sample of Quick employee listing by employee number:

131 | P a g e

6. Leaves Reports

The leave reports will assist HR to

monitor employee’s leave records.

No

Function Description

1 Leave Balance Report A document that captures the amount of leave balance for all

type of leaves for all employees.

2 Leave Taken Report A document that captures the amount of leave taken for all

type of leaves for all employees.

3 Leave Costing Report A document that captures the amount of leave taken and

leave balance with cost calculated.

4 Leave Adjustment

Report

A document that captures the amount of leave adjusted for all employees at which date.

5 Full Attendance Report

Shows employee who has full attendance and active employees in the current year.

6 Departmental Medical Leave Report (Customized Feature)

Compares monthly sick leave taken by department.

Leave Costing Report Preview:

132 | P a g e

1. Shows the number of annual leave taken and cost of it in current month. 2. Shows the YTD annual leave taken based on your login period and YTD overall cost. 3. Shows the YTD balance leave amount based on your login period 4. Calculate the employer CPF for the leave balance amount (Item 3). 5. Total amount of the leave balance amount and employer CPF amount. 6. Calculate the average amount by dividing the total amount with the total of months based on the login period. If you login to December period, the average amount will be divided by 12.

Average Amount: 3124.68 / 12 = 260.39

Leave Costing Report (Landscape) Preview:

1. Shows the basic salary of the employee. 2. Shows the current year December leave entitlement. 3. Shows the current month YTD entitlement based on your login period. 4. Customized Feature. 5. Customized Feature. 6. Shows the current year total number of ‘LIEU’ credited to the employee. 7. Shows the YTD leave taken based on your login period. 8. Shows the YTD leave balance based on your login period. 9. Calculate the leave costing for the YTD leave balance. Amount: (Basic Salary * 12 / Total Working Days per Year) * YTD leave balance 8750 * 12 / 260 = 403.85 403.85 * 2.81 = 1134.81

133 | P a g e

7. Graphical Analysis –Tee Chart Analysis

A Tee chart can be generated. Click on analysis to change analysis type.

134 | P a g e

8. Gross Rate Pay Report

9. Hire Confirm Listing

User can generate a hire confirm listing report from the system.

10. Quick Search by Dates Report Provides a quick reference on employment pass expiry date, birthday, hired date and etc.

11. Auto Prompting

Report

Long Service

Awards, Date

Expiry (Passport,

Contract..)

135 | P a g e

12. Mail Merge

The mail merge function provides a convenient way to generate letters or reports, which

includes data from all/selected employees.

E.g. Confirmation letters

MAIL MERGE PROCEDURES:

1. Go under Report Writer to create a custom report if you have not done so. The mail merge setup will refer to the fields specified in this report.

2. Click the Payroll Reports icon and choose Mail merge.

3. Select the desired custom report from the Report Name field.

4. Select the desired Query. 5. Select Pay Period, click on your desired pay

period. 6. Click the Editor button to prepare the

document.

NOTE:

<FIELD4> Column one

<FIELD5> Column two

<FIELD6> Column three

<FIELD7> Column four

Example:

<Field4> correspond to column one of

the custom report.

136 | P a g e

7. Save the document in the desired location. (E.g. D:\confirm.rtf) NOTE: the document is saved in Rich Text Format – “.rtf”

8. Provide the required document in the merge file input field. 9. Click the Preview button to preview the report before printing. 10. Click the Print button to print the merged documents.

Sample letter after mail merge

13. Label Wizard

LABEL – Steps to Perform a Label

Wizard

1) Select Payroll report, Label Wizard,

2) At Report Explorer, right click at the All Folders, select the New Folder to create a new folder.

3) You can also rename the new folder by right hand click on the folder itself.

4) Please do a right hand click at the “New Folder” and select the “New Report” to start a new report builder.

137 | P a g e

5) User should see a “Report Explorer” attached below.

14. REPORT WRITER

Report Writer is a powerful, robust and flexible report generator built into TIMES PAY.

The Report Writer generates report by pay period:

Report Generator

TIMES PAY report generator

provides the user with a quick and

efficient way to tailor-build reports

to the specific needs of your

payroll reporting.

CUSTOM REPORT

PROCEDURES:

1. Click the Report Writer icon.

2. Choose Report Generator.

3. Click the New button to add a new custom report.

4. Enter a name and the report title for the new report.

138 | P a g e

5. Choose the preferred report type. Such as Tabular or Financial.

6. Double-click on HEADING/NO field to search for items.

To search by field name:

Click the Description field and enter “EMP”.

(Case Sensitive)

The list box on the right contains

fields from Update Employee

The list box on the left contains

fields from Modify Pay Record.

139 | P a g e

7. Insert the desired fields into their respective columns.

For example, the following is a sample custom report.

To clear a column assignment, enter “0” in the column.

If you choose report type: Financial, then enter the period for all transaction field from

modify pay record example:

From #: 201501

To #: 201512

Tip: Double-click the From/To cell to select a pay period from a list.

Below is an example:

To delete a column – press the F4 function key.

To insert a column – press the F3 function key.

User must click on Save before clicking on the Preview button to view the report.

Notes:

If you need to assign a field column as a sort key, you will need to set its field width to

zero.

Double-click column one, set the field width to zero.

Double click on COLUMN1

140 | P a g e

Sample report

Custom Report

Allows user to generate report created from report

generator.

Select Pay Period: If Mid and End Month option is selected, the user may choose to include either Special Period/Bonus Period records.

Sorted by: Report may be sorted by a user defined key

either ascending /descending.

- Use Query: Based on Query Selection

- First Column Sort (Refer to pg.72)

- Second Column Sort (Refer to pg.72)

Report By:

- Detailed report

Grouped By Sub-Total.

- Summary report

141 | P a g e

New Page After Each Group: Print new page after each sort group

Included Terminated Employee: By default, report excludes terminated employees

Print First page Header only? : No page break, report prints continuously

Exclude Zero Value? : Zero value will be excluded in report

Print Negative Value as Positve? : Figures with (-) sign will be removed from report.

Include All Employee for HR Report : To reflect all employee in the report

Character Size: To set the report font size, set the character size field

Output Destination:

Preview: Preview report before printing.

Printer: Send the report to the assigned printer.

Export: Export the report as a delimited text file, excel or PDF file

File: Export the report as a formatted text file.

Clipboard: Export the report to the Windows clipboard. (Sharing of data with other

applications.)

NOTE:

The Print Preview may be set to work from a query

as shown on the right.

8. Click the Save button to save the new custom report.

9. Click the Close button to exit Report Writer.

142 | P a g e

15. QUERY

The Query function enables user to retrieve records that meet certain criteria. It provides

a means to work specifically on employees that satisfies the user-defined conditions.

Query Expert

QUERY PROCEDURES:

To view all Employee records whose birthday falls on the month of May:

Click on the Query icon

1. Select Query Expert to get into Query Generator.

2. Click on New

3. Type BIRTHDAY at Query Name :

4. Double-click No. 24

In the value column type in

MONTH(05) Alternatively

YEAR(1999) or DAY(12) may

be used.

5. Click the Preview button.

143 | P a g e

No Description

1 The criteria available to choose. You can do a quick search of the criteria by clicking on

2 Once you had selected the criteria from (1) it will appear here.

3 OP stands for Operators. The Operators available are

Symbol Description

= Equals. Only select employees with the exact criteria.

< Lesser than (for numeric values e.g, Basic Pay)

<= Equal or lesser than (for numeric values e.g, Basic Pay)

> Greater than (for numeric values e.g, Basic Pay)

>= Equal or greater than (for numeric values e.g, Basic Pay)

<> Not equals. Select everything except of employees meeting selected

criteria.

Like Wild card.

4 The value of the criteria.

5 REL stands for Relational Operator.

REL Description

AND Used to combine different criterion into one. All criteria linked with “AND”

operator must be fulfilled

OR Select by either criterion within the query. Select by either this condition or

that condition

144 | P a g e

Sample of report generated:

Query Selection

To open up a specific Query to work with.

1. Click the Query Icon.

2. Choose Query Selection.

3. Select the query based on query created in query expert.

4. Click the OK button.

Select this if you wish to use

the created Query for payroll.

Select this if you do not wish

the created Query payroll.

145 | P a g e

Tips and Tricks

Intermediate-Level Queries

1. To select more than 1 employee

To select 2 employees by using OR function under REL

2. To select 3 employees

To select 3 employees by using OR function under REL

3. To select all the employees in 3 departments

To select all employees under ADMIN, MGT and HR department

146 | P a g e

Advance-level Queries

1. To select those employees whose race is Chinese and basic salary ≥ $2000

REL – AND, used to combine different criterion into one. All criterion linked with

“AND” operator must be fulfilled.

2. To select those employees whose race is Chinese, Occupation as CSO and their basic salary ≥ $2000

3. To select those employees with basic salary ≥ $2000 and work in Admin department or HR department.

Multiple-condition criteria:

- Use the parenthesis or brackets “( )” to select 2 department.

147 | P a g e

Adhoc Query

Users can use this feature to select the employees using field such as employee code,

employee name, department, occupation by putting ‘tick’ at the ‘selected’ column and click

the button ‘Use query’. User can also apply exclusion on the selected group or employee.

ADHOC QUERY PROCEDURES:

1. Click on Query Icon

2. Click on Adhoc Query

3. Select Query Field: By Employee No, Name, etc.

4. Tick under Selected

5. Click on Use Query when done.

6. Click on the Close button.

Notes: Apply Exclusion is to be

selected when you want to exclude

them from all staff.

Eg. To process payroll for all staff

except for 2 employees.

To ensure query is used check on Emp Size (Highlighted in the RED)

148 | P a g e

Exporting a Standard Report to Excel, PDF etc

If the user wanted to export any of the standard report (e.g. Payroll Department Report in

the Internal Reports, Pay History Report or any other reports) to excel these the are

following steps:-

1. Click the printer icon on the top left of the report.

2. When the user click on printer icon, the print screen will appear.

3. Put a tick on the ‘Print to File’ option and select ‘Excel File’ or PDF for the type of file and where to store the file.

4. The user can choose to save the report name according to the name they want by selecting the button next to the file name to be saved.

5. Once user click on the button to be saved, user will be able to see the Save As window where they can type in the File name of the file.

6. User can then proceed to open the file in Excel, PDF format on the saved directory.

Documents

| Co. Registration No: 199804415D | Tel: (65) 6295-1998 ... User Manual.pdfplease ignore this part. 8 types (D1 to D8) of daily-rated workers are defined. The user may choose to set